Emergency Communications Board

BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING October 17, 2012 ITEM 1. Roll Call Absent: Attorney Ricky Curtis ITEM 2. Recognize Guests Rick Brown, Brown, Edwards & Co. Mike Callahan, Communications Day Supervisor ITEM 3. Minutes of Previous Meeting – September 19, 2012 Tim Eads made a motion, seconded by Frank Blanton, to approve the minutes from the September 19, 2012. All voted in favor. Motion passed. ITEM 4. Treasurer’s Report A. Review of Audit Report 2011-12 Rick Brown, auditor with Brown, Edwards & Co, reviewed the final audit report. A copy of the report was provided to each Board member. The audit was a clean, unqualified opinion with only one finding regarding the designation of public funds at the Regions Bank. Frank Blanton made a motion, seconded by Jim Messimer, to approve the audit report as presented. Roll call vote: Blanton – yes, Eads – yes, Hillman – yes, Honaker - yes, Messimer – yes, Wade – yes, Warren – yes. Motion passed. B. Receipts & Expenditures David Warren, treasurer, presented and reviewed the monthly financial reports. There was a typographical error on the First Tennessee end balance. Tim Eads made a motion, seconded by Frank Blanton, to approve these reports with the correction to the typographical error on the First Tennessee end balance. Roll call vote: Blanton – yes, Eads – yes, Hillman – yes, Honaker - yes, Messimer – yes, Wade – yes, Warren – yes. Motion passed. C. Current Balance ITEM 5. Old Business A. Report on Operations & Equipment 1. Overview of Operations a. Radio Low Volume There have been no reports during the past month. It is important to note, however, that this has happened before and then the problem reoccurred.  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING October 17, 2012 b. Personnel Courtney Trivett will be released from training by the end of October. Brandi Blevins has about six weeks left in the training program before being released. The remaining opening will be filled in November. At that point, we should be back to full staff. c. Internet connection No change. d. Status Update on Web page Move to City Server No change. B. Statistics Virginia Smelser reviewed the monthly statistical report. An error was found on the admin answer time and this will be corrected by the next meeting. C. Update on Regional 911 Solution 1. Approval of Scope of Work for NG911 Controllers. The scope of work co-location agreement has been reviewed by the attorneys for the other districts and has been signed. Ricky Curtis was unable to be here today, however, he reviewed the agreement and gave his approval to Mrs. Smelser, by phone, this afternoon. Jim Messimer made a motion, seconded by David Warren, to approve this agreement. Roll call vote: Blanton – yes, Eads – yes, Hillman – yes, Honaker - yes, Messimer – yes, Wade – yes, Warren – yes. Motion passed. D. Problems with Regions Bank At the last meeting, the Board instructed Mrs. Smelser to write a letter, on behalf of the Board, to Regions bank concerning the public funds designation and the lost signature cards. Mrs. Smelser provided the Board with a draft of the letter to Regions Bank for their approval. The Board recommended some minor changes in the letter. Mrs. Smelser stated that she is will be sending a copy of this letter with the final audit report to the State Board. ITEM 6. New Business A. Request for NG911 Reimbursement (Full or partial over 5 years) The Board discussed the pros and cons of asking for a full or partial reimbursement for the NG911 equipment. Rick Brown explained the effects on the year end reports and the effects of depreciation. This issue can have an effect on the annual financial assessment and the at-risk or financial distress designation. After discussion, the Board agreed to have Mrs. Smelser request the full  BRISTOL TENNESSEE EMERGENCY COMMUNICATIONS DISTRICT BOARD OF DIRECTORS’ MEETING October 17, 2012 reimbursement this year. Also, the equipment will be depreciated over a seven year period. B. Deltalert NWS Alert Option 1. Unlimited Opt In Registrants 2. $2,500 per year 3. Automatic notifications Mrs. Smelser presented the information on this option to the Deltalert system for consideration by the Board. No action taken. C. Discussion of Upgrading Protocol/QA Software Mrs. Smelser explained the current protocols and QA process for police, fire and medical call handling. She asked if the Board was interested in looking at a replacement or upgrade of our current system. Tim Eads suggested Mrs. Smelser put together a one sheet presentation of the pros and cons of our current system and those of a new or upgraded system for the next meeting. ITEM 7. Discussion Items Mrs. Smelser stated that we sponsored 2 – 1 day Hostage Negotiation training classes for Dispatchers during the first of the month. The first class was presented but was not of the quality expected. After discussion with the owner of the training company, the second class was cancelled, all monies were refunded, and the owner offered to reschedule the classes for another time and that he would personally provide the instruction. We are looking at rescheduling the training in January. There will be an adjustment on our financial reports next month to reflect this refund. ITEM 8. Other Matters ITEM 9. Citizens and Delegations Presentation ITEM 10. Next meeting November 21, 2012.